Temporary Administrative Assistant - Student Affairs - College of the North Atlantic - Qatar

Under the supervision of the Dean of Student Affairs, the successful candidate will be responsible for all administrative duties required for the Department. This includes but is not limited to:

DUTIES AND RESPONSIBILITIES

Administration:

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• Work as an energetic and collaborative team member of the Student Affairs team.
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• Manage the business processes for all sectors of Student Affairs.
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• Maintain the department expenditures through preparing and processing purchase orders, cheque requisitions and invoices.
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• Prepare reports on the department expenditures.
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• Continually follow up with internal and external stakeholders to ensure goods are received in a timely fashion.
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• Prepare and process petty cash.
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• Process student assistant, club mentor, sport / recreation coach and vendor payments.
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• Maintain the Student Affairs SharePoint site.
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• Coordinate and maintain the photograph files for Student Affairs events and activities.
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• Implement and maintain manual and electronic data management systems.
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• Manage, follow up and report on the status of staff leave.
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• Keep the Executive Office informed of Student Affairs activities through a weekly report.
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• Participate in the organization of student workshops, activities and events.
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• Organize the Student Affairs office space so it has a professional, organized and tidy appearance.
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• Maintain required materials and supplies through an electronic requisition process.
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• Coordinate graduation attire for both students and staff and communicate this information to all stakeholders.
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• Research information; select relevant data from a variety of sources; compile statistics; gather and compute various data; prepare special and/or one-time reports, summaries, or reply to inquiries.
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• Schedule appointments and maintain the Dean’s calendar and schedule.
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• Prepare agendas and coordinate meetings and facilities support for meetings. Follow up on meetings by preparing minutes / action points and ensuring actions are finalized.
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• Make travel arrangements and arrange for visas.
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• Coordinate staff and student celebrations and Student Affairs social fund.
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• Provide administrative support for the Dean and department staff.
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• Perform general office responsibilities such as filing, faxing, scanning and photocopying.
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• Maintain confidential records.
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• Receive and respond to general inquires related to the Student Affairs office through telephone, letters, forms, reports, and email.
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• Perform other job-related duties as assigned.
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Project Management:

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• Help to organize and orchestrate major events at CNAQ – e.g. International Women’s Day, Charity Week, Best Buddies, STEM Summer CampBudget & Operations Management:
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• Manage Student Affairs departmental budget by maintaining a standard template for all divisions to track amounts.
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• Compilation of Budget Forecast for upcoming year.
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• Generate Budget Report for end of the Year.
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Strategic Planning & Research:

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• Research, plan, develop, coordinate, promote, deliver and evaluate student social, cultural and orientation events. 
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• Coordinate Environmental Scan for Student Affairs in Qatar Region.
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Managing & Coordinate Student Affairs Awards:

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• Creation of application forms, criteria, & evaluation grid for the following awards: CNA-Q Valedictorian, QAPCO Female Leadership Achievement Award, Students’ Representative Council Financial Scholar Bursary Award, Souk Areej Award (Best Booth & Performance).
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• Selection of judging committee & compiling results.
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• Coordinating payment for the student winners & prizes.
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Supervise & Mentor:

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• Supervise & coordinate work for student assistants, interns, etc.
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• Create job description & conduct interviews to select student assistants for the department.
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Job Details

Preferred Candidate